Organization Record Requirements

01. Accessibility of Records. An organization’s records must be available to the Department, with or without prior notification. (7-1-26) 02. General Record Requirements. The organization must maintain accurate, current, and complete records for a minimum of five (5) years. (7-1-26) 03. Staff Records. Records must contain the following: (7-1-26) a. Name, address, phone number, date of hire and termination, if applicable; (7-1-26) b. Documentation supporting qualifications to carry out assigned duties; (3-17-22) c. Current driver’s license and automobile liability insurance for staff who transport participants; (7-1-26) 04. Participant Records.Records must contain the following: (7-1-26) a. Documentation of type and duration of services delivered, including the date, time, and name of person providing the service; (7-1-26) b. Name, address, phone number, and contact information of guardian (if applicable) or emergency contact; (7-1-26) c. General health information including specific dietary or medical needs, and health care providers; (7-1-26) d. Signed notification of participant rights, grievance procedures, and contact information for protection and advocacy services that is clear and understandable; and; (7-1-26) e. Plan of service and incident reports. (7-1-26)